Executive Secretary to Director

Position Overview

We are seeking a diligent Executive Secretary to provide comprehensive administrative and executive assistance directly to the Director at our Head Office in Kolkata. This role involves managing complex schedules, facilitating communications, safeguarding confidential information, and ensuring seamless daily operations within the Director's office.

Primary Responsibilities

• Maintain and coordinate the Director's calendar including appointments, meetings, and travel arrangements.
• Screen, prioritize, and manage incoming communications such as calls and emails professionally.
• Compose and review various business documents including letters, reports, and presentations.
• Serve as the main liaison between the Director and internal/external stakeholders.
• Track and follow up on action items to ensure timely completion.

• Organize and coordinate meetings, conferences, board meetings, and business reviews; prepare agendas and materials accordingly.
• Record meeting minutes and distribute actionable points promptly.
• Arrange domestic and international travel logistics, including flights, accommodations, transportation, and expense reporting.
• Oversee coordination of corporate events, leadership meetings, and other business functions as required.

• Maintain confidential records and manage office correspondence and document control effectively.
• Handle reimbursement claims, bills, and administrative expenses related to the office of the Director.
• Ensure smooth interdepartmental coordination to meet business needs.

• Engage with senior management, clients, vendors, government agencies, and business partners while upholding professionalism and confidentiality.
• Support the Director in managing key business relationships and communication channels.

• Prepare periodic MIS reports, dashboards, and business summaries.
• Monitor critical deadlines and provide timely reminders to the Director.
• Assist with data compilation, analysis, and preparation of presentations.

Qualifications and Experience

• Bachelor's Degree in Business Administration, Commerce, Management, or closely related field is required.
• An MBA or PGDM is preferred.
• A proven track record with 5 to 10 years experience in roles such as Executive Secretary, Executive Assistant, or Personal Assistant supporting senior leadership is essential.

Essential Skills and Competencies

• Exceptional written and verbal communication abilities.
• Superior organizational and time management skills.
• High level of discretion and ability to handle confidential information.
• Advanced proficiency in Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook.
• Capable of managing multiple tasks and meeting tight deadlines.
• Strong interpersonal skills for managing various stakeholders professionally.
• Polished professional demeanor and adherence to business etiquette.
• Excellent follow-up, coordination, and independent report and correspondence preparation skills.

Performance Indicators

• Effectiveness in managing calendar and meetings.
• Timely completion of assigned action items.
• Accuracy and quality of documentation produced.
• Efficiency in travel and event coordination.
• Stakeholder satisfaction and responsiveness.
• Strict adherence to confidentiality and compliance requirements.